The EWS (Early Warning System) module allows districts to quickly identify students that are struggling with attendance, suspensions, etc. and open the corresponding screens. For example, if a student is listed for Attendance below 90%, clicking the student's name will open the student's Absence Summary where the issue can directly be reviewed.
The following assessment short names and subject codes are considered in the logic of the report:
ELA Level 1 on State Assessment:
- FSA - RO
- FAA - 10
- FA1 - UB
- FA2 - UJ
- FST - P3, RS, 6H, 6I
Math Level 1 on State Assessment:
- FSA - MO
- FAA - 20
- FA1 - UC
- FA2 - UK
- FST - 9P, MS, 6J
The Early Warning System (EWS) report respects the district-level setting Discipline Referrals - Select whether to exclude Minor Infractions and/or Unprocessed Referrals located via Florida Reports > Florida Reports Setup > District Options > Discipline Referrals. Note: In some districts, Minor Infractions may not be processed into full referral records. In those cases, if Exclude Minor Infractions is not selected but Exclude Unprocessed Referrals is selected, Minor Infractions may still not appear due to their processing status.
1. From the Florida Reports menu, click EWS.
The EWS report offers lists, sorted by grade level, of students who qualify for any combination of the state-defined indicators, as shown in the first column below. See EWS Indicator Descriptions for more information on each indicator. The information shown is based on the filters at the top of the page, such as Effective Date.
Utilize the filters to further breakdown the report or you have the option to click the link to List All Students.
2. Select the Effective Date from the provided month, day, and year pull-downs or click the calendar icon for a calendar view.
3. Select the Discipline & Attendance Year from the provided pull-down.
4. Select a Course Years range from the corresponding pull-downs. If you need to pull data based on multiple school years, select a range here. If you only want to pull data for one year, select the same year from both pull-downs, as shown in the image.
To factor in grades earned in the previous school year as well as current grades, select the previous year from the first pull-down and the current year from the second pull-down.
5. Select the Course Terms for which data should be pulled. As shown in the image, you can select multiple terms.
6. Select All Schools to include discipline and grade data from all schools a student attended within the current year.
7. Click Refresh Report.
8. Select any of the number links in any column to view the list of students who qualify for the selected criteria.
In the following example, Number of Students Enrolled for grade 09 was clicked.
a. Select the Current Year Discipline & Attendance Timeframe from the corresponding pull-down, such as FY (full year), S1 (semester 1), etc.
Once a timeframe is selected, review the report information, including Student name, Student ID number, Grade level, Num Indicators, Attendance Indicator, ELA Teacher, etc. Note: The grades shown here depend on the timeframe selected.
Legend of colors:
Absences
Light Green: Less than 10%
Yellow: Between 10% and 19%
Pink: All other values
ESE
Yellow if there is an ESE value
ELL
Yellow if there is an ELL value
Grade
Light Green: >=90 or 'A'
Yellow: >= 80 or 'B'
Pink: All other values
Referrals
Light Green: 0 to 2 referrals
Yellow: 3 referrals
Pink: More than 3 referrals
Suspension Days
Light Green: 0 or 1 days
Yellow: 2 days
Pink: More than 2 days
Assessment Level
Pink: Level 1
Yellow: Level 2
Light Green: Levels 3-5
b. To include student alert icons on the report, select Show Alert Icons at the top of the screen, and click Refresh Report.
c. To open a student's record, click the Student name.
d. If your district utilizes SSS, click MTSS to open the most recent MTSS event for the selected student in a new tab.
See Bulk PMP Triggers for information on how to generate PMPs for students from the EWS screen based on specific criteria.
e. When your review is complete, click Back to Summary to return to the main EWS screen.
Number of Students Enrolled:
Students whose enrollment start date is before the set effective date and whose enrollment record is not flagged as 'Second School'.
Attendance Below 90%:
Students whose 'Tenth Member Days' (total actively enrolled days * .1) are less than their total number of absent days.
One or More Suspensions:
Students with one or more discipline referrals where the Resultant Action on the action log (primary) (or the Action/Disposition Code on the referral) is 'Out-of-School Suspension [O]', 'In-School Suspension [I]', or 'Suspension Extended, Pending Hearing [H]'.
Course Failure in ELA:
Students with a grade of 'F' in courses where the grad subject is 'EN', or the course number begins with '10' or '5010' (excluding '5010020', '5010030', '1000000', '1000010', '1000020', '1000400', '1000410', and '1000420').
Important Note: Grade records with an 'X' in any of the four following columns are excluded, even if they have a grade of 'F'(Course Flags 1-4) :
- STUDENT_REPORT_CARD_GRADES.CUSTOM_1
- STUDENT_REPORT_CARD_GRADES.CUSTOM_2
- STUDENT_REPORT_CARD_GRADES.CUSTOM_3
- STUDENT_REPORT_CARD_GRADES.CUSTOM_4
Course Failure in Math:
Students with a grade of 'F' in courses where the grad subject is 'MA', or the course number begins with '12' or '5012' (excluding '5010020', '5010030', '1000000', '1000010', '1000020', '1000400', '1000410', and '1000420').
Important Note: Grade records with an 'X' in any of the four following columns are excluded, even if they have a grade of 'F'(Course Flags 1-4) :
- STUDENT_REPORT_CARD_GRADES.CUSTOM_1
- STUDENT_REPORT_CARD_GRADES.CUSTOM_2
- STUDENT_REPORT_CARD_GRADES.CUSTOM_3
- STUDENT_REPORT_CARD_GRADES.CUSTOM_4
ELA Level 1 on State Assessment:
Students who have an 'FSA' or 'FST' assessment where the test subject is 'READ' and the test score = '1', or any FAA/FA1/FA2 assessment where the test subject is 'READ'.
Math Level 1 on State Assessment:
Students who have an 'FSA' or 'FST' assessment where the test subject is 'MATH' and the test score = '1', or any FAA/FA1/FA2 assessment where the test subject is 'MATH'.
Substantial Reading Deficiency:
Students with a 'Reading Intervention Component' = 'B' on a given schedule record.
Substantial Math Deficiency:
Students with a 'Math Intervention Component' = 'B' on a given schedule record.
Two or More Indicators:
Students who have more than 1 of the above indicators (excluding 'Number of Enrolled Students').
Retained YYYY-YYYY:
Students whose Grade Promotion Status is 'R - Retained in Same Grade' in the given year, provided the student's enrollment is not flagged as 'Second School'.
Retained Two or More Times:
Students who have more than one retained enrollment record (Grade Promotion Status is 'R - Retained in Same Grade').
To export the listed data to an Excel spreadsheet, click on the Excel icon in the Export section.
To print data, click on the Printer icon in the Export section.
Click Filters to organize the listed data on any EWS screen.
a. To add more than one filter to a column, click the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
Data here can also be organized by clicking on any of the headers, such as Student or Num Indicators; click once for ascending results; click twice for descending results. In the image shown, Student was clicked twice; therefore, the listed student names begins with V.
